10 Phone Etiquette Rules That Are Good To Know

Are there any phone etiquette rules I should know about?

The phone is a fantastic invention that has simplified our lives and made connecting with other people more accessible.

One may think that talking on the phone is as straightforward as talking in real life, but in fact, many factors differentiate the two.

While on a call with someone, you can’t see their facial expressions and body language.

Therefore, you have to rely entirely on vocal cues to steer the conversation.

This is the reason why even the most confident people can have a hard time making a conversation over the phone, whether personal or professional.

The phone calls may go sideways very quickly if you don’t know the basic phone etiquette rules, so that’s what I want to talk about today!

10 Principal Phone Etiquette Rules

1. Answer in a cheerful tone

It can be easy to quickly talk on the phone without formalities and get back to work, but it makes a wrong impression on the person you are talking to.

When answering the phone, try to greet the person with a smile and a cheerful wish.

It immediately creates a positive image in the other person’s mind, and they are more likely to be open about their problems.

Something as simple as a ‘Good Morning’, and ‘How are you?’ can make a huge difference.

2. Introduce yourself properly

When you call someone in a professional setting, chances are they are using an office phone that doesn’t display your name.

Therefore, start a phone conversation by introducing yourself along with your official title.

Make sure you are clear and concise with the introduction.

Also, phone etiquette rules dictate that you wait for the caller to identify themselves before starting a conversation, so there’s no confusion on either side.

This also allows you to identify a wrong number calling you, and you can immediately inform them to save yourself the hassle.

3. Don’t let the phone ring for too long

It is quite important that you are quick in answering the phone because the caller might be in a hurry.

Most people tend to hang up after a few seconds if their call is unanswered, so try to answer the phone before the fourth ring, if possible.

Basic phone etiquette rules suggest that you shouldn’t keep the caller waiting, so set aside what you’re doing for a few moments and just pick up the phone.

It may end up being a call you don’t want to miss.

4. Keep the proper phone distance from the mouth

It is annoying when you call someone, and they are either screaming in your ear or barely talking loud enough to be heard.

This problem arises when you keep the mouthpiece at the wrong distance from the mouth, which results in poor voice quality.

As a rule of thumb, try to keep the microphone one and a half inches away from your mouth.

It is also part of good phone etiquette to talk at an appropriate conversational volume that is loud enough and audible to the caller.

5. Speak in a straight-forward, yet concise way

When you are on the phone with someone, the only way you two communicate is via vocal signals without any visual feedback.

This requires that you have strong communication skills and that you can clearly express yourself using your voice and tone only.

One way to make the conversation easier for both parties is by making sure you are speaking obviously, without going around with your words.

This allows the caller to understand what you’re saying and then they can answer you accordingly.

Also, make sure to keep the phone conversations brief and to the point while avoiding tangents and side talk.

This will streamline the experience, and both parties will make the most out of the phone call.

6. Be considerate about putting the caller on hold

It’s quite rude when you call someone, and they put you on hold without asking your permission first.

Phone etiquette rules encourage us to always be considerate about placing someone on hold – and you should always ask them politely before doing so.

Chances are that they will gladly agree, and they will wait for you to get back to them without a problem.

But you have to inform them about it.

This is a fundamental phone etiquette, and it saves the other person from the hassle of waiting for an unspecified time while they may be busy.

It would help if you also tried to be quick and get back to the call as soon as you can.

7. Don’t use the speakerphone

It is very convenient to put a call on speaker as you continue with your tasks, as this allows you to use both hands instead of getting tied up with the phone.

However, using a speakerphone significantly increases background noise for the caller as the speaker picks up every sound around you.

8. Actively listen, and take notes  if you need to keep track of things

When you are on the phone, it is very easy to stop paying attention and lose track of your conversation.

Active listening can prevent this problem, so let’s talk about what that is.

Active listening means that you closely listen to everything the person has to say and respond to everything according to their comments.

You can also take notes while you talk, and this will make it easier to remember any important details the person gives you while talking.

It is a good idea to ask questions to clarify something you don’t understand.

This also gives the impression that you were paying attention.

9. Don’t eat while talking on the phone

One of the more obvious phone etiquette rules says that you should skip eating or snacking while you’re on the phone call.

While generally eating your food or drinking may seem like no big deal while you are on the phone, these sounds are very amplified.

It makes it an unpleasant experience for the caller, even if it’s someone from a closer friend’s circle.

Try to stop what you are eating for a few minutes when you are on call.

Also, remember to move the mouthpiece away from you if you must drink something.

10. End the conversation appropriately and say goodbye

You may want to end a conversation hastily after solving the issue & go back to work, but it creates an unpleasant impression.

It is crucial to take a few seconds to correctly say goodbye and wish them a nice day – it is a part of good phone etiquette too.

It lets the other person know that you were happy to help, talk to them, and that you are just as human as they are.

When hanging up the phone, saying something simple like ‘Have a wonderful day’ can make all the difference, so make it a habit to do this more often.

Calling someone on the phone and getting your point across may be a daunting task for even the most experienced speakers.

We all struggle with expressing ourselves sometimes – and that’s okay.

Remembering these simple phone etiquette rules will help you to communicate and understand other people with less hassle or confusion.

Remember that:it is essential to greet the caller, introduce yourself, and talk in a clear tone that is easy on the ears.

These small steps make a huge difference.

Soon you will notice that the quality of your phone conversations has started to improve.

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Amber & The Team

Co-authors at ShineSheets.com

"We love to research problems, examine studies, analyze solutions, and share with you ideas that make life healthier. You can learn about us and our editorial standards here. Have suggestions or feedback to share? Send us a message!."